Records Coordinator

EXAMPLES OF DUTIES:

• Provide lead direction of work activities; prioritize and coordinate work assignments related to the detention and release of inmates and the supervision of Justice Involved Individuals; review work for accuracy and content; evaluate projects, activities, and processes; monitor work performed to meet agreed upon goals and objectives; prepare work schedules, monitor staffing levels, and monitor payroll and leave activities.  
• Provide ongoing training and coaching to staff on policies, procedures, laws, and court mandates; draft, evaluate, and review work procedures and other communications; ensure accurate entries in systems; perform advanced records requests; prepare and submit monthly crime statistics to the State and FBI.
• Investigate complex identification situations for possible combination or separation of records; assist in system development and modifications and resolve workflow problems affecting other agencies; ensure lawful release and supervision of arrestees and maintain records for staff; review and make corrections to entries in systems such as KARA, SWIS, RMS, CAD, LEDS, and others.
• Respond to and resolve confidential and sensitive inquiries and claims following legal guidelines; perform expungements of records as ordered by the State of Oregon District and circuit courts; provide guidance to other departments, the general public, and outside agencies; serve as liaison between work units and act as a representative with internal and external stakeholders.
• Assist in the development, review, and implementation of goals, objectives, policies, and procedures; prepare and provide reports and authorizations utilizing records and data from a variety of sources; review and approve reports prepared by staff.
• Fingerprint persons convicted of crimes by the Troutdale Municipal Court and submit to the State; disburse per diem, reconcile checks, prepare monetary deposits; prepare information for attorneys; respond to subpoenas and provide appropriate information and appear in hearings to testify.
• Perform other duties as assigned.

LEVEL AND TYPE OF WORK AND/OR SUPERVISION:

Records Coordinator

• Advanced level
• Administrative Support
• Perform the most difficult assignments requiring a higher level of responsibility, applying advanced subject knowledge, and exercising significant independent judgment and initiative.
• Receive work assignments in terms of objectives, priorities, and deadlines.
• Work is reviewed for technical accuracy, compliance to program objectives, and overall results.
• Receive general supervision from manager.  
• Exercise functional and technical supervision over staff.

MINIMUM QUALIFICATIONS GUIDELINES:

Any combination of experience and training that would likely provide the required knowledge, skills, and abilities is qualifying.  Requirements are determined at the time of recruitment based on responsibilities of the individual position and business needs of the department.

Records Coordinator

Training and experience for advanced level, administrative support classifications are typically equivalent to completion of the twelfth grade and three (3) to six (6) years of experience that demonstrates the ability to perform the duties of the position.  (Equivalency 3-6 years of qualifying training and/or experience).

Depending upon assignment, candidates may be required to pass a criminal background check, have a valid driver license, and /or additional training, licenses, or certificates.